Doudlah Farms Shipping & Fulfillment Configuration
Finalized shipping options, payment terms, and order routing workflow for the Doudlah Farms B2B wholesale site. Decisions were made during the [1] working session on 2026-01-30.
Shipping Options
The B2B checkout offers four shipping methods, each assigned per customer profile so that only applicable options appear at checkout.
1. Farm Pickup (FOB)
- Renamed from the generic "in-store pickup" label.
- Used when the buyer or their carrier collects directly from the farm.
- FOB designation clarifies that title transfers at the farm gate.
2. Doudlah Farms Transport Free Delivery
- Renamed from "free shipping" to explicitly reference Doudlah Farms Transport LLC.
- The naming is intentional: it allows the CPA to track deliveries made by the LLC and calculate a monthly mileage/fee reimbursement.
- Applied to existing local customers who have historically received free delivery.
- Transitioning new customers away from this option toward the regional flat rate.
3. Regional Flat Rate — $50 (4–5 Business Days)
- Intended for new regional customers (e.g., Sun Prairie area) where Doudlah Farms delivers but wants to begin charging for time and mileage.
- Replaces the previous $25 flat rate, which was removed.
- Profile-gated: only shown to customers in the applicable delivery zone.
4. Profile-Based UPS / Freight
- UPS plugin (rate-calculated): for long-distance customers such as those in California and Texas (e.g., Foodocracy, Primary Bean, Yamana/Sherry Burby). Rates fluctuate automatically based on order weight and destination.
- Freight (LTL): for large-volume customers such as Old Crepes and the Cider Company. Freight cost is quoted per order based on what is being shipped.
- Both options are profile-gated and not visible to local/regional customers.
Payment Terms
- Default: Net 30 for all wholesale customers.
- Payment method options are profile-configurable; most existing customers are on Net 30.
Checkout Fields
| Field | Required | Notes |
|---|---|---|
| Purchase Order Number | No | Customer's own PO reference |
| Transaction Number | No | Required by Willie Street Co-op for payment processing; not required for others |
| Shipping Address | Yes | Auto-fills from saved profile |
| Billing Address | Yes | Auto-fills from saved profile |
The Transaction Number field was added specifically because missing it on Willie Street Co-op orders causes payment delays. It is intentionally non-required so it does not block other customers at checkout.
Order Routing: Site → ShipStation → QuickBooks
Flow
- Customer places order on the B2B site.
- Order syncs to ShipStation (typically within ~1 hour).
- A ShipStation automation routes B2B orders into the main fulfillment queue — not the "On Hold" status where they were previously being missed.
- Jason (warehouse) monitors ShipStation for incoming B2B orders.
- Orders eventually sync to QuickBooks via the free plugin connected to
sherry.doudlah.gmail.com.
ShipStation Configuration Notes
- Doudlah Farms Transport LLC must be set up as a carrier in ShipStation so transport deliveries are tracked correctly.
- PO Number and Transaction Number fields from the B2B checkout should be mapped to the ShipStation packing slip.
- Jason uses the ShipStation packing slip (not the site order summary) because it includes the Doudlah Farms logo, address, and all required order details.
- The B2B automation routing fix (away from "On Hold") was implemented prior to this session and verified via a test order placed during the meeting.
QuickBooks Integration
- Free plugin connected during the 2026-01-30 session.
- Full configuration (field mapping, sync testing) to be completed by Karly after ShipStation routing is verified end-to-end.
- One full test order should be run through the complete chain before notifying Sherry and Mark.
Customer Shipping Profile Examples
| Customer | Shipping Method | Notes |
|---|---|---|
| Willie Street Co-op | Doudlah Farms Transport free delivery | Requires Transaction Number at checkout |
| Sun Prairie (Root Cellar area) | Regional flat rate $50 | New customer; transitioning to paid delivery |
| Foodocracy, Primary Bean | UPS (rate-calculated) | Long-distance; profile-based |
| Old Crepes, Cider Company | Freight (LTL) | Large volume; quoted per order |
| Epic Systems kitchens | TBD per kitchen | Separate orders required per kitchen for payment; Sherry to align with Aria at Epic |
Open Items (as of 2026-01-30)
- [ ] Karly: Rename shipping options in B2B checkout ("Farm Pickup (FOB)", "Doudlah Farms Transport free delivery", remove $25 flat rate, set $50 regional flat rate)
- [ ] Karly: Investigate and configure UPS rate plugin for long-distance profiles
- [ ] Karly: Ensure Doudlah Farms Transport LLC is a ShipStation carrier
- [ ] Karly: Map PO and Transaction Number fields to ShipStation packing slip
- [ ] Karly: Verify test order routes to main ShipStation queue (not On Hold)
- [ ] Karly: Complete QuickBooks integration; run one full test; notify Sherry and Mark
- [ ] Jason: Monitor ShipStation for test order; email Karly when it lands
- [ ] Sherry: Align with Aria (Epic) on separate-kitchen ordering process; set up accounts if needed
Related
- [2]
- [3]
- [4]